Janitorial Services for Various City of Raleigh Buildings (RFP)

1 Request for Proposals #274-ESIFS-2020-CORJS Title: Janitorial Services for various City of Raleigh Buildings Issue Date: March 13, 2020 Due Date: April 8, 2020 by 5:00 PM ET (Late Proposals will not be accepted) Issuing Department: Engineering Services Department Integrated Facility Services Division Direct all inquiries concerning this RFP to: Cleveland Dunston Engineering Specialist Email: Cleveland.Dunston@raleighnc.gov mailto:Cleveland.Dunston@raleighnc.gov mailto:Cleveland.Dunston@raleighnc.gov 2 Table of Contents 1 INTRODUCTION ...................................................................................................... 4 PURPOSE ...................................................................................................................................... 4

BACKGROUND ................................................................................................................................ 5 REQUEST FOR PROPOSAL (RFP) TIMELINE ..................................................................................... 5 PRE-PROPOSAL CONFERENCE ....................................................................................................... 6 PROPOSAL QUESTIONS .................................................................................................................. 6 PROPOSAL SUBMISSION REQUIREMENTS AND CONTACT INFORMATION ............................................. 7 RIGHTS TO SUBMITTED MATERIAL ................................................................................................... 8 COMMUNICATIONS ......................................................................................................................... 8 LOBBYING ...................................................................................................................................... 9 CONFLICTS OF INTEREST ................................................................................................................ 9 PROPOSER EXPENSES ................................................................................................................. 10 PROPOSER ACCEPTANCE ............................................................................................................. 10 2 PROPOSALS......................................................................................................... 11 REQUEST FOR PROPOSALS REQUIRED DOCUMENT FORMAT .......................................................... 11 RFP DOCUMENTS ........................................................................................................................ 13 3 PROPOSAL EVALUATION ................................................................................... 14 PROPOSAL EVALUATION CRITERIA (STAGE 1) ................................................................................ 14 INTERVIEW/DEMONSTRATION (STAGE 2) ....................................................................................... 15 FINAL SELECTION ......................................................................................................................... 15 NOTICE TO PROPOSERS REGARDING RFP TERMS AND CONDITIONS .............................................. 15 4 CONTRACT TERMS ............................................................................................. 15 5 SCOPE OF SERVICES ......................................................................................... 16 OVERVIEW ................................................................................................................................... 16 TYPES OF FACILITIES .................................................................................................................... 16 5.2.1 Services Performed Daily ..................................................................................................................... 18 5.2.2 All Locations – Services Performed Weekly .......................................................................................... 20 5.2.3 All Locations – Services Performed Monthly ........................................................................................ 21 5.2.4 All Locations – Services Performed Quarterly ...................................................................................... 21 5.2.5 Services Performed Semi-annually ....................................................................................................... 21 5.2.6 Emergency Operations ......................................................................................................................... 21 5.2.7 Additional Services ............................................................................................................................... 22 5.2.8 Holidays Observed ............................................................................................................................... 23 PERFORMANCE STANDARDS ......................................................................................................... 23 5.3.1 Expectation .......................................................................................................................................... 23 5.3.2 Deficient Performance ......................................................................................................................... 24 5.3.3 Subcontracting ..................................................................................................................................... 25 5.3.4 Amendments ........................................................................................................................................ 25 CONTRACTOR(S) RESPONSIBILITY................................................................................................. 26 5.4.1 Legal and Billing requirements ............................................................................................................ 26 5.4.2 Personnel ............................................................................................................................................. 26 5.4.3 National Background Check and Sex Offender Registry ...................................................................... 26 5.4.4 Health .................................................................................................................................................. 27 5.4.5 Identification and Uniforms ................................................................................................................. 28 5.4.6 Conduct ................................................................................................................................................ 28 5.4.7 Employee List ....................................................................................................................................... 28 5.4.8 Removal of Staff ................................................................................................................................... 28 3 5.4.9 Backup Staff ......................................................................................................................................... 29 5.4.10 Unauthorized Personnel .................................................................................................................. 29 5.4.11 Prohibited Items .............................................................................................................................. 29 5.4.12 Contractor’s Managers/Representatives ........................................................................................ 29 5.4.13 Supervisors ...................................................................................................................................... 30 5.4.14 Day Porters ...................................................................................................................................... 31 5.4.15 City Materials and Personal Property of City Personnel .................................................................. 31 5.4.16 Care of Facilities .............................................................................................................................. 32 5.4.17 Security Alarm System ..................................................................................................................... 32 5.4.18 Keys ................................................................................................................................................. 33 5.4.19 Damages ......................................................................................................................................... 33 5.4.20 Removal of Items ............................................................................................................................ 33 5.4.21 Energy Conservation ....................................................................................................................... 33 5.4.22 Employee Training Program ............................................................................................................ 34 5.4.23 Safety Program ............................................................................................................................... 34 5.4.24 Procedures....................................................................................................................................... 34 5.4.25 Tools and Equipment ....................................................................................................................... 35 5.4.26 Materials Supplies and Chemicals ................................................................................................... 35 CITY’S RESPONSIBILITY ................................................................................................................ 37 5.5.1 RFP Administration .............................................................................................................................. 37 DELIVERABLES REQUIRED OF SUCCESSFUL CONTRACTOR ............................................................. 38 6 APPENDIX 1 – PROPOSAL COST FORM ........................................................... 39 7 APPENDIX 2 – COST BREAKDOWN ................................................................... 40 8 APPENDIX 3 – JANITORIAL SERVICES RATES TABLE ................................... 49 9 APPENDIX 4 – CRITICAL FACILITIES – MANDATORY CLEANING .................. 50 10 APPENDIX 5 – PRCR CHECKLIST ..................................................................... 51 11 APPENDIX 6 – PROPOSER QUESTIONNAIRE .................................................. 68 12 APPENDIX 7 – REFERENCE QUESTIONNAIRE ................................................ 75 13 APPENDIX 8 – CONTRACT STANDARD TERMS AND CONDITIONS .............. 80 14 APPENDIX 9 - EXCEPTIONS TO RFP................................................................. 88 4 1 Introduction Purpose The City of Raleigh (COR) is solicitating proposals from one or more firm(s) with which to contract for the following services: The City of Raleigh (hereinafter referred to as the “City”) is requesting proposals from a qualified public entity or private firm (hereinafter referred to as the “Contractor”), to establish a contract to provide complete professional janitorial services to the City’s facilities. The City currently has buildings at various locations. The number of locations is subject to change and the City reserves the right to either add or delete locations, square footage and/or frequency of services. The City of Raleigh has the right to award contracts to multiple contractors to service selective sites upon request by City departments. This action may take place during the same contracted period of services. These service contracts will be negotiated and managed by the responsible City department program areas within the parameters of this RFP. Departments include but shall not be limited to the following: Engineering Services; Parks, Recreation and Cultural Resources; Solid Waste; Raleigh Police Department. Contractors will have the opportunity to bid on as many or few departmental groups as they choose. Each department (Engineering Services, Raleigh Police and Solid Waste Services) is requiring only one bid per department, excluding Parks, Recreation and Cultural Resources Department that is allowing up to 5 bids per category (day porter, recreation sites, outdoor restrooms (comfort stations), natural resource sites and historic resource sites). Each Department will review all bids and select a Contractor to service their department. Department designees will be the main point of contact for any and all contracted obligations. The Contractor must be reputable, bonded and capable of furnishing all required materials, equipment, transportation, machinery, supplies, tools, apparatus, incidentals, labor and supervision necessary to provide a prestige level of cleaning service at City facilities defined in this RFP document To be considered as responsive, contractors must respond to this solicitation in accordance with the requirements, specifications, commercial terms, and provisions as described and set forth here. Proposals must embrace the concept that the successful proposal will satisfy all the objectives and service specifications in the most cost-effective and efficient way possible, as outlined in this document. Services will begin upon signed execution of the contract between the Contractor and the City. The term of the awarded contract is expected to be for three (3) years. The parties may mutually agree to extend the time of performance for the Scope of Services by one year by written amendment to the contract. There shall be a maximum of two one-year extensions to the contract. Contractor shall be notified in writing of the City's intention to extend or not to extend the contract term at least sixty (60) calendar days prior to the expiration of the Contract. 5 A detailed scope of services is provided in Section 5 of this solicitation. All information related to this solicitation, including any addenda, will be posted to the North Carolina Interactive Purchasing System (IPS) at: https://www.ips.state.nc.us/IPS/. Background The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live. Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens. The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens. Engineering Services’ Mission is to design, build and operate sustainable and resilient public infrastructure that protects and improves quality of life, supports healthy natural resources and compliments diverse growth for the vibrant Raleigh community. The Engineering Services vision focuses on innovative, efficient and effective management and delivery of modern public infrastructure assets for the Raleigh community. Request for Proposal (RFP) Timeline Provided below is a list of the anticipated schedule of events related to this solicitation. The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (ET): https://www.ips.state.nc.us/IPS/ 6 Pre-Proposal Conference If the City of Raleigh elects to conduct a Pre-Proposal Conference or Site Visit, attendance by prospective proposers is strongly encouraged but is not mandatory. Prospective Proposers are encouraged to submit written questions in advance. Date, time, and location of pre-proposal conference is shown above in Section 1.3, entitled RFP Timeline. (222 West Hargett St., Room 303) Site Visit Schedule – Dates and times will be announced the pre-bid conference. Department Date Time Address Parks, Recreation & Cultural Resources TBD TBD Listings in RFP Engineering Services TBD TBD Listings in RFP Raleigh Police TBD TBD Listings in RFP Solid Waste Services TBD TBD Listings in RFP Proposal Questions It is the Proposer's responsibility to ensure that all addenda have been reviewed and considered in the preparation of its proposal. Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in Section 1.3, entitled “RFP Timeline” for the submittal of written inquires. The firm’s failure to request clarification and submit questions by the date in the RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s terms and conditions and requirements. The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina Interactive Purchasing System (IPS). No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Respondents shall be entitled to rely only on written material contained in an Addendum to this RFP. RFP Process Date Time RFP Advertisement Date March 13, 2020 5:00 PM Pre-Proposal Conference - Room 303 at Raleigh Municipal Building March 24, 2020 8:30 AM Deadline for written questions March 30, 2020 5:00 PM City Response to questions April 1, 2020 5:00 PM Proposal Due Date and Time April 8, 2020 5:00 PM Evaluation Meeting April 15, 2020 5:00 PM Selection Announced at Council Meeting April 19, 2020 1:00 PM 7 It is important that all Respondents submitting to this RFP periodically check the North Carolina Interactive Purchasing System (IPS) for any Addenda. It is the Respondents responsibility to ensure that all addenda have been reviewed and, if required signed and returned. All questions related to this solicitation must be submitted in writing (via email) to the following individuals: Contact Name Email Address Cleveland Dunston Cleveland.dunston@raleighnc.gov Questions submitted via telephone will not be answered. Proposal Submission Requirements and Contact Information Proposals must follow the format as defined in Section 2 PROPOSALS, and be addressed and submitted as follows: DELIVERED BY US POSTAL SERVICE DELIVERED BY ALL OTHER MEANS City of Raleigh City of Raleigh ATTN: Cleveland Dunston ATTN: Cleveland Dunston PO BOX 590, Suite 605 Raleigh, NC 27602 RFP# 274-ESIFS-2020-CORJS 222 W Hargett St, Suite 605 Raleigh, NC 27601 RFP# 274-ESIFS-2020-CORJS Proposals must be enclosed in an envelope or package and clearly marked with the name of the submitting company, the RFP number and the RFP Title. Proposers must submit: A. one (1) signed original; B. one (1) electronic version of the signed proposal and; C. four (4) copies of proposal. The electronic version of the Proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF) on a Flash Drive. Both hard copy and electronic versions must be received by the City on or before the RFP due date and time provided in Section 1.3. Proposals received after the RFP due date and time will not be considered and will be returned unopened to the return address on the submission envelope or package. Any requirements in the RFP that cannot be met must be indicated on Appendix 9, “Exceptions to the RFP” and submitted with proposal. Proposers must respond to the entire Request for Proposals (RFP). Any incomplete proposal may be mailto:Cleveland.dunston@raleighnc.gov 8 eliminated from competition at the discretion of the City of Raleigh. The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest. Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever. If the Firm elects to mail in its response, the Firm must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in Section 1.3, “RFP Timeline”. Regardless of the delivery method, it is the responsibility of the Firm to ensure that their response arrives at the designated location specified in this Section by the due date and time specified in Section 1.3, “RFP Timeline”. Rights to Submitted Material All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be held confidential until the selection of the firm is made. Proposals will be reviewed by the Evaluation Team, as well as other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process. The City reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the Proposer of the conditions contained in this Request for Proposal. Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process. Communications All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section 1.1. prior to the deadline provided in Section 1.3. Violation of this provision may result in the firm’s proposal being removed from consideration. 9 Lobbying By responding to this solicitation, the firm certifies that is has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the City or the State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP. Conflicts of Interest City of Raleigh contracts are controlled by three conflict of interest provisions. First, federal procurement standards provide in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a firm which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. Similarly, the North Carolina General Statutes provides a criminal statute for conflicts of interest in public contracting. N.C.G.S. § 14-234(a): (1) No public officer or employee who is involved in making or administering a contract on behalf of a public agency may derive a direct benefit from the contract except as provided in this section, or as otherwise allowed by law. (2) A public officer or employee who will derive a direct benefit from a contract with the public agency he or she serves, but who is not involved in making or administering the contract, shall not attempt to influence any other person who is involved in making or administering the contract. (3) No public officer or employee may solicit or receive any gift, favor, reward, service, or promise of reward, including a promise of future employment, in exchange for recommending, influencing, or attempting to influence the award of a contract by the public agency he or she serves. City of Raleigh Charter Section 3.9 regulates private transactions between the City and its officials and employees. The Charter states: "No member of the City Council, official, or employee of the City of Raleigh shall be financially interested, or have any personal beneficial interest, either directly or indirectly, as agent, representative, or otherwise, in the purchase of, or contract for, or in furnishing any materials, equipment or supplies to the City of Raleigh, nor shall any official or employee of the City of Raleigh accept or receive, or agree to accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract may be awarded or from whom any materials, equipment or supplies may be purchased by the City of Raleigh, by rebate, gift, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future reward or compensation, for recommending or procuring the uses of any 10 such materials, equipment or supplies by the City of Raleigh; no member of the City Council, official or employee of the City of Raleigh shall for his own personal benefit operate, directly or indirectly, any concession in any building or on any lands of the City of Raleigh, nor shall any official or employee of the City of Raleigh bid for or be awarded any contract granting concessionary rights of any nature or kind from the City of Raleigh; it shall be unlawful for any member of the City Council, official or employee of the City of Raleigh to bid for or to purchase or to contract to purchase from the City of Raleigh any real estate, equipment, materials, or supplies of any nature or kind whatsoever, either directly or indirectly, at either public or private sale, either singly, or through or jointly with any other person.” Proposer Expenses The City of Raleigh will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to City of Raleigh and/or its representatives. Further, the City of Raleigh shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Proposer even if the awarding authority for each entity has formally accepted a recommendation. Proposer Acceptance Submission of any proposal indicates a Proposer’s acceptance of the conditions contained in this RFP unless clearly and specifically noted otherwise on Appendix 9, “Exceptions to RFP” and submitted with proposal. Furthermore, the City of Raleigh is not bound to accept a proposal on the basis of lowest price, and further, the City of Raleigh has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals, to waive any and all informalities and/or irregularities, or to re-advertise with either the identical or revised specifications, if it is deemed to be in the City of Raleigh’s best interests to do so. The City of Raleigh reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Proposers if it is deemed in the City of Raleigh’s best interest. Moreover, the City of Raleigh reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the City of Raleigh. [REMAINDER OF PAGE INTENTIONALLY LEFT BLANK] 11 2 PROPOSALS Responses must follow the format outlined below. The City may reject as non-responsive at its sole discretion any proposal that does not provide complete and/or adequate responses or departs in any substantial way from the required format. Request for Proposals Required Document Format Responses should be divided using tabs to separate each section, listed sequentially as follows: Tab 1: Cover Letter Provide an introduction letter summarizing the unique proposal of your firm to meet the needs of this service requirement. This letter should be presented on the firm’s official letterhead and signed by an authorized representative who has the authority to enter into a contract with the City on behalf of the firm. Additionally, include the name, address, telephone and email address of the individual who serves as the point of contact for this solicitation. Tab 2: Corporate Background and Experience Include background information on the firm and provide detailed information regarding the firm’s experience with similar projects. Provide a list of all similar contracts performed in the past five (5) years, accompanied by at least three (3) references (contact persons, firm, telephone number and email address). Include the total amount invoiced for each listed project, the length of the project, and list of those involved in the project who are also proposed for the subject project named in this solicitation. Failure to provide a list of all similar contracts in the specified period may result in the rejection of the firm’s proposal. The evaluation team reserves the right to contact any or all listed references, and to contact other public entities regarding past performance on similar projects. Tab 3: Financial Information Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposer’s financial stability. 12 All financial information, statements and/or documents provided in response to this solicitation shall be kept confidential provided that EACH PAGE is marked as follows: “CONFIDENTIAL – DO NOT DISCLOSE EXCEPT FOR THE EXPRESS PURPOSE OF PROPOSAL EVALUATION. “ “Recent” shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP. Consolidated financial statements of the Proposer’s parent or related corporation/business entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements, (2) the parent or related corporation/business entity provides the State with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposer’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above. The firm’s failure to provide any of the above-referenced financial statements may result in the proposal being removed from consideration. Proposers are also encouraged to explain any negative financial information, and to provide documentation supporting those explanations and demonstrating the financial strength of the firm. Tab 4: Project Understanding, Approach and Schedule Provide a comprehensive narrative, outline, and/or graph demonstrating the firm's understanding and approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included. Tab 5: Team Firm, Experience and Certifications This section must include the proposed staffing, deployment and firm of personnel to be assigned to this project. The Proposer shall provide information as to the Proposals and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. A project-specific firm chart which clearly illustrates the roles, responsibilities, and the reporting relationships of each team member should be included. In a separate sealed envelope provide a minimum of three (3) complete copies of cost schedule. Hourly rates shall be fully burdened to include all costs, all applicable overhead and profit (including lodging, meals, and transportation). Attach any additional pricing details. Additional Services Pricing (see Appendix 3) is requested to expedite contract expansion in the future if requested by the City. 13 o Emergency Services Pricing – Itemize the pricing for Emergency Services per day based on the cleanable square footage for each facility identified as Critical. Note: Emergency Services will be ordered as needed and paid on a separate Purchase Order. o Special Event Pricing - Itemize the pricing for special event recovery per event based on the cleanable square footage in the publicly accessible common areas of each facility including the Not Less Than price per event. Special Event services will be ordered in advance on a Monthly basis and paid on a separate Purchase Order for all the events in that calendar month. • Emergency Services costs (Cost per cleanable square foot assuming 4 days of Emergency Services per Fiscal Year). Or • Emergency Services costs (Cost per cleanable square foot that can be ordered à la carte and paid separately as needed). • Special Event Pricing (2 personnel for 2 hours each to clean up after rentals and special events assuming 30 events per Fiscal Year) Or • Special Event Pricing (2 personnel for 2 hours each to clean up after rentals and special events that can be ordered à la carte and paid separately as needed). In order to provide stable and predictable pricing, the pricing rates established in this cost proposal will remain in effect through the end of the contract period including all amendments to add facilities and/or extend the contract duration. The Cost Proposal shall be submitted and contain: • Night Crew Personnel costs (Itemized cost per cleanable square foot per site for nights, weekends and holidays). An estimated length of time that the Proposers project for staff to complete all daily cleaning tasks as indicated in the RFP should also be included. • Porter Personnel costs (Itemized hourly cost for; Daily and Holiday rates listing shift premium separately where applicable) • Floor Crew Personnel costs (Cost per cleanable square feet) • Material Costs (Paper products, feminine hygiene products, soap, cleaners, floor stripper, floor wax, floor polish, window cleaner, furniture polish, etc.) • Equipment costs (Purchase/leases and maintenance) • Other Costs (e.g., office expenses) • TOTAL COST: A total not to exceed cost representing the maximum amount for all work to be performed must be clearly indicated under this heading. RFP Documents This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award. All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference. 14 3 PROPOSAL EVALUATION Proposal Evaluation Criteria (Stage 1) This is not a bid. There will not be a public opening. The Proposals received in response to this RFP will be evaluated and ranked, by the Proposal Evaluation Committee in accordance with the process and evaluation criteria contained below. Responses will be evaluated in light of the material and substantiating evidence presented in the response, and not on the basis of what is inferred. After thoroughly reading and reviewing this RFP, each Evaluation committee member shall conduct his or her independent evaluation of the proposals received and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table. The maximum interview/demonstration points a Proposer can receive is 5 points. The Proposers selected for interviews/demonstrations under this section will be notified in writing of the date and time. The Proposers’ interview/demonstrations shall be based solely upon information provided in each Proposer’s original proposal. No new information may be presented. Criteria (a) Weight (b) Score (0- 3) (a) x (b) Weighted Score Corporate Background and Experience 20 Firm Financial Stability 20 Project Understanding 20 Project Approach 15 Team Firm Experience 10 Proposed Cost 15 Final Score Score Points 0- Missing or Does Not Meet Expectation 2- Meets Expectation 1- Partially Meets Expectation 3- Exceeds Expectation Cost Formula: The cost criterion is rated by giving the proposal with the lowest total cost the maximum number of Cost points available. The remaining proposals are rated by applying the following formula: 1 - B - A x C = D A 15 A—the lowest Proposer’s cost. B—the Proposer’s cost being scored. C—the maximum number of cost points available. D—Proposer’s cost score (points). Note: If the formula results in a negative number (which will occur when the Offeror’s cost is more than twice the lowest cost), zero points shall be assigned. Interview/Demonstration (Stage 2) A short-list of firms may be invited to Stage 2 of the evaluation process, the Interview/ Demonstration. Interview/demonstrations are an important aspect of the evaluation process that offers the City an opportunity to see how the proposer’s solution meets the critical components of the RFP. Final Selection Proposals will be evaluated and ranked according to the criteria and weighted values set forth in section 3.1. Either a final selection for recommendation will be made at this time or the short-list of firms will be invited to participate in Stage 2 of the evaluation process. If Stage 2 is implemented, each firm will be evaluated and assigned a score to determine the best firm for recommendation. After which negotiations of a contract with the most qualified firm will commence. If negotiations are unsuccessful, the City will then pursue negotiations with the next most qualified firm. All Proposers will be notified of their standing immediately following the City’s decision. The City shall not be bound or in any way obligated until both parties have executed a contract. The City also reserves the right to delay the award of a contract or to not award a contract. Notice to Proposers Regarding RFP Terms and Conditions It shall be the Proposer’s responsibility to read the Instructions, the City’s contract terms (Appendix 8), all relevant exhibits, attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Proposers are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP. 4 CONTRACT TERMS The Contract shall have an initial term of three (3) years, beginning on the date of the Contract award (the “Effective Date”). At the end of the Contract’s current term, the City shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to a total of two (2) additional one-year terms. The City will give the Contractor written notice of its intent whether to exercise each option no later than sixty (60) calendar days before the end of the Contract’s then-current term. In addition, the City reserves the right to extend a contract term for a period of up to one hundred eighty (180) days in ninety (90) -day-or-less increments. 16 5 SCOPE OF SERVICES Awarded Contractor shall provide services, all as set forth in this RFP and more particularly described in this Section 5. Overview The City of Raleigh (hereinafter referred to as the “City”) is requesting proposals from a qualified public entity or private firm (hereinafter referred to as the “Contractor”), to establish a contract to provide complete professional janitorial services to the facilities listed below. Offered Facilities – (See Appendix 2) cost breakdown list of facilities types of service and frequency Services will begin on September 1, 2020. The term of the awarded contract is expected to be for three (3) years. The parties may mutually agree to extend the time of performance for the Scope of Services by one year by written amendment to the contract. There shall be a maximum of two one-year extensions to the contract. Contractor shall be notified in writing of the City's intention to extend or not to extend the contract term at least sixty (60) calendar days prior to the expiration of the Contract. The City currently has buildings at various locations. The number of locations is subject to change and the City reserves the right to either add or delete locations, square footage and/or frequency of services. Types of Facilities The City operates several types of facilities, each designed for a specific purpose. All facilities regardless of type require hospitality quality custodial care as detailed below. Purpose built facilities have special needs based on the type and frequency of use. Public Assembly Destinations are entertainment and/or transportation centers that are open seven days a week and host public usage in large numbers. Public destinations require a robust janitorial plan capable of daily service including weekends, holidays, and emergency situations (Natural or Manmade disasters). The housekeeping plan for these facilities is a combination of: Porter service; Night cleaning crew; Floor crew; Meeting & Special event set-up, and clean-up and Vendor space cleanings. Critical Facilities (see Appendix 4) are offices and control rooms that are essential for the City’s operations. These facilities must remain operational 24 hours a day, 7 days a week regardless of any outside influence. Critical facilities require a robust janitorial plan capable of surging due to increased operational use during emergency situations (Natural or Manmade disasters) and sustained non-emergency daily service including weekends and holidays. 17 Police Facilities consist of offices, meeting spaces, classrooms, supply rooms, interrogation rooms, holding areas and evidence storage areas strategically dispersed throughout the City. These facilities are categorized as Critical Facilities and as such, they remain operational 24 hours a day, 7 days a week. Police Facilities are serviced during emergency activations, but they are not serviced on weekends or holidays unless there is an emergency activation. Due to the nature of these facilities, janitorial staff will be subject to additional background check(s) conducted by Raleigh Police Department (RPD), escorted in restricted areas and must be familiar with the Personal Protective Equipment (PPE) required and the safe handling procedures for handling bloodborne pathogens. Public Administration Facilities are office buildings that provide services to the public and office space to City staff. These facilities are open during normal business hours and a few times a week, they are open extended hours, to host scheduled public meetings. Public administration facilities are typically cleaned nightly, after each business day. City Admin and Maintenance Facilities house the City’s administrative and maintenance staff. They take care of the people, vehicles, and equipment that run the City. Due to their specialized nature, these facilities are listed as Critical Facilities because they may increase operations seasonally or during emergency operations. Community Centers provide recreational opportunities for the citizens of Raleigh and the greater Triangle. They are high volume public buildings that serve the community, particularly children and senior populations. They also house the administrative staff for each park property. These facilities fluctuate in their weekly demand and seasonal use to meet the needs of the community. They are open 6 to 7 days a week, and hours of operation vary by facility, but include evenings and weekends. Typically, these facilities are serviced with a day porter or nightly cleaning services 5 days a week, depending on the size and amenities of the facility. Comfort Stations are standalone public restrooms at parks, ball fields and remote locations along the Greenways. These facilities are open and used daily. Often, these are the only City facilities visited by Citizens and therefore, residents and guests base their opinion of the City of Raleigh, its leaders and its custodial staff solely on the cleanliness and serviceability of the Comfort Stations. Janitorial staff will be required to scan in and out during each service, using a QR Code reader (smartphone app), to receive credit for service. Typically, these facilities are serviced daily, seven days a week. Night or morning cleanings are open to the janitor’s preference as long as they conform to a predictable schedule. Historical Sites showcase the history of Raleigh’s influential early residents. These museums typically open on weekends and holidays for public visitation in addition to weekdays. They are majority wooden structures without modern flooring, fixtures, and hardware. Built before there were building codes, these facilities have narrow hallways, steep stairs and small restrooms that restrict movement and will not accommodate modern janitorial equipment. It is imperative that janitorial staff and/or services do not cause damage or accelerate deterioration through poor craftsmanship or improper use of 18 cleaning compounds. Typically, historical sites are serviced once per week using individualized janitorial care plans. Natural Resource Sites serve to protect the natural resources available in Raleigh through land conservation and stewardship. They are also educational centers and provide programs to the public on environmental topics. They are generally open 6 days a week until dark, so hours will vary depending on the season. These sites require the use of “green” products that will not negatively impact their environments. They are typically serviced with varying frequency using individualized janitorial care plans. 5.2.1 Services Performed Daily The contractor is to complete the following tasks with craftsmanship and pride to deliver standards meeting hospitality quality. The list below is intended to be a general list of daily cleaning expectations – site specific cleaning checklists will be provided. At all times, care must be taken to prevent damaging the building and its doors, walls, and furniture. Report any stains, smudges or damage that cannot be removed through normal cleaning, so it can be repaired. The awarded contractor will be considered a professional janitorial service. Any damage to the facility from the Contractor, Contractor’s employees, or sub-contractor(s) will be considered negligent and the Contractor will be held liable for all negligence. *Parks, Recreation and Cultural Resources will have specific checklist for cleaning at the department’s contracted sites in the Appendix 5 of this current RFP. 1. Empty all trash cans and wastebaskets including those at building entrances and smoking areas. Trash receptacle(s) shall be washed as needed. Liners shall be provided by Contractor. a. Collect and discard all empty boxes left in designated areas (i.e. hallways) and boxes marked “TRASH.” Garbage that does not fit in the waste container will be labeled “TRASH” indicating that it is to be recycled or otherwise disposed of. b. Remove all recyclable drink and food containers and pick-up trash found in or around the building(s). c. Recyclable materials will be placed in their proper containers and deposited in the area/dumpster designated by the City. d. All trash and garbage are to be removed from the building and deposited in the area/dumpster designated by the City. 2. Inspect and clean facility grounds within a 50 ft. radius of all entrances, porches, and decks. Leaves may be blown off using a leaf blower. 3. Dust/Clean all furniture and horizontal surfaces including, but not limited to desks, chairs, tables, counters, bookcases, bookshelves, and file cabinets. a. Care must be used around electronic equipment. Electronic devices such as, but not limited to computers, printers, audiovisual equipment, fax machines, copy machines etc. are not to be moved, jarred, bumped or tampered with. This type of equipment is very sensitive. While cleaning in these areas, the Contractor must not use liquids, steel wool, powered cleaners, brushes, dusters, and/or rags which leave dust or materials containing silicon. 19 4. Sweep and damp mop with appropriate floor cleanser all uncarpeted floors, anti-static floors and floor mats, including electronic shops, elevators, halls, meeting rooms, offices, and entrance areas. All floors and stairwells must be kept clean, dirt free and trash free. Spot, stains, and marks shall be removed immediately by spray buffing or re- waxing if necessary. a. Any polished concrete will be machine mopped at a frequency not less than once per night using a walk behind floor scrubber machine that can fit through a standard 32-inch restroom door opening. (Machine must not damage the floor) 5. Vacuum all carpeted floors, entrance mats and elevator door tracks using the internal vacuum system provided or a vacuum equipped with a beater bar. Loose paper, pins, clips and other trash which the vacuum cannot clear is to be removed manually. Carpeted floors shall be completely and thoroughly vacuumed from wall to wall. 6. Clean spills and spots found on carpets and cubicle partitions using approved spot removal cleaner. 7. Door glass and Store Front style glass entrances shall be cleaned on the inside and outside of the glass. This cleaning shall occur at all facility entrances and exits. and exits. Windows shall be cleaned such that to where all film smudges and streaks are removed. 8. Dust and wipe walls, light switches, handrails, doors, and door hardware. Particular attention must be paid to any surface touched by hands to interrupt the spread of germs and eliminate build-up. 9. Water fountains shall be cleaned with anti-bacterial germicidal cleaner and polished with stainless steel polish. 10. Clean and restock all crew sinks. 11. Clean and shine all chrome, stainless steel or other unpainted metal fixtures and moldings using metal polish. 12. Restroom maintenance is to be completed to standards approaching the sanitary level of a hospital to interrupt the spread of germs and disease. Many of the restrooms are remotely located for the convenience of citizens, visitors and City Staff (i.e. Comfort Stations, Fuel Points, etc.) but they all require the same level of cleaning. Tasks shall include: a. Wash and sanitize all surfaces of toilets, seats, and urinals. Surfaces are to be free of waste, dirt, grime, and stains. b. Clean all sinks and fixtures until they are free of dirt, grime, and stains. c. Wash all stall walls and partitions to remove splashes and to keep them dust- free, dirt free and clean. d. Clean all floors including vestibules. Wet mop floors with disinfectant cleaner and deodorizer or scrub with soap and water in order to keep floor clean and sanitary. e. Clean the wall(s) below forced-air hand dryers and soap dispensers. f. Dust all ledges and grills, ledges and grills shall be kept dust-free, dirt free and clean. g. Shower walls and floors shall be clean and free of soap scum. h. Clean shower fixtures until they are free of dirt, grime, and stains. i. Empty all trash receptacles. Replace trash liners. j. Replenish all restroom consumable supplies with the proper product(s) for the dispenser provided. 3.4.1 Use antibacterial soap 20 3.4.2 Do not over-stock restrooms with loose towels or toilet paper rolls. 3.4.3 Provide urinal screens for all urinals k. Damp wipe and polish all chrome surfaces and mirrors. l. Deodorize and disinfect all traps, drains, toilets and urinals using liquid chemical (i.e. ex., pine disinfect). m. Empty sanitary napkin disposal containers and restock each with three disposable wax liner bags per disposal container. n. Check all sanitary napkin dispensers and refill as necessary (if applicable). o. Clean glass surfaces and mirrors. p. Wipe and dust the tops and faces of lockers. 13. Lactation and stress management Quiet Rooms – Several of these are located in the Female restroom(s) for privacy. a. Ensure room is not in use prior to service b. Dust all horizontal surfaces c. Remove all trash d. Vacuum carpeted floor even if it is in the restrooms. 14. Kitchen & Break Room maintenance (where applicable): a. Complete items 1-11 b. Wipe down tables, chairs, countertops, refrigerator(s), vending machine(s) and appliances. c. Wipe the front face of countertops. 15. Fitness Rooms (where applicable): a. Complete items 1-11 b. Wipe down fitness equipment and countertops. c. Sweep and mop floors. 5.2.2 All Locations – Services Performed Weekly 1. Damp mop all interior stairs, stairwells, and stair landings this shall include areas under walk-off mats. 2. Clean Baseboards. 3. Clean and shine all chrome, stainless steel and other unpainted metal fixtures using metal polish where applicable. 4. Clean all pipes connecting restroom fixtures (i.e. Urinal & Toilet flush valves). 5. Clean all interior glass, walls, partitions, and doors. 6. Dust all window sills, ledges, picture frames, and other wall hangings. 7. Use furniture polish on all wood surfaces. (Council Chambers and third floor Crosswalk area at Raleigh Municipal Building specifically) 8. Change trash cans liners as needed or at a minimum, once per week. Liners shall be clean and watertight. 9. Vacuum or clean furniture upholstery and cushions, including City Council Chamber chairs, lactation, and quiet rooms. 10. Remove spider webs, from interior, and exterior areas and surfaces, as needed. 11. Pour one (1) quart of hot water in all floor drains. 12. Clean the inside of microwave ovens in all kitchens and break rooms. 13. Clean the exterior, hopper door and dispenser (if so equipped) of ice machines 21 5.2.3 All Locations – Services Performed Monthly 1. Dust all walls. 2. Wash all restroom partitions, stall walls and doors. 3. Manually scrub all shower walls and floors. 4. Machine scrub all hard tile floors in restrooms and mudrooms. 5. Machine scrub all concrete slab floors in comfort stations, restrooms and locker rooms. 6. Wipe down all interior signage. 7. Dust ceiling and wall vents, fans, and returns. 8. Dust window blinds and shades 9. Spray buff uncarpeted floors in traffic areas as required. (Floors must maintain a high glossy shine) 10. Clean all windows and glass walls both inside and out for all ground floor glass including public observation areas and glass walls along sidewalks and ramps. 5.2.4 All Locations – Services Performed Quarterly 1. Clean the building’s interior glass windows and glass walls on all floors. 5.2.5 Services Performed Semi-annually 1. Power wash car wash stations. (North East Remote Operations Center, Central Operations Facility, Solid Waste facility) 2. Tiled Floor re-waxing - hard surfaced floors shall be stripped and re-waxed semiannually. Floors shall be finished with commercial grade high gloss wax. Wax shall be durable to withstand normal foot traffic for that site and allow the ability to buff through the normal schedule for up to six (6) months. The Contractor should maintain a semiannual schedule for floor stripping and waxing and publish a schedule of work two weeks in advance, indicating which areas are being worked. All work will be scheduled around public meeting schedules and/or weekends. Floor stripping, buffing, and waxing are to be included in the Contractor’s initial submittal. 5.2.6 Emergency Operations During emergency operations the critical facilities shall be cleaned daily, including weekends and holidays, to accommodate the City personnel responding to the emergency. Tasks to be performed during Emergency Operations are Tasks 1 through 15 in paragraph 3.2.1 Services Performed Daily above. Cleanliness is necessary for the City to provide a safe work environment for the emergency responders. Safe facilities have clean/disinfected restrooms, kitchens which are free of trash and clean, dry, and slip free floors; even during inclement weather (Snow, Ice, Rain). Failure to provide service during emergency operations is subject to receive Deficient Performance notification that could result in a possible probationary period determined by the City of Raleigh Department designee. 22 5.2.7 Additional Services Council Meetings – The Raleigh Municipal Building Day Porter will set-up the Council chamber and/or conference rooms for all City Council meetings, Work Groups, and City Council Sub-Committee meetings by performing the tasks below. The meeting schedule will be published by Engineering Services Department. The Porter shall notify the Engineering Specialist on Mondays of any meetings the porter cannot accommodate during that week. Tasks to Set-up: 1. Place each Council members nameplate on the conference table in the proper seating position for the meeting. 2. Position drinking water on the Council table in the prescribed positions by filling the water pitchers with ice and water and placing them on the serving trays with paper cups. Community Center Day Porter Sites – The day porter will assist with room set up and take down for programs and classes. Services such as, but not limited to, setting up tables and chairs may be required. The site staff will provide a schedule of needs for this service. Trash Receptacle Service - At One Exchange Plaza, and 219 Fayetteville St., trash receptacles are rolled from the facility to curbside and returned to the facility on the weekends and holidays to comply with City of Raleigh’s Solid Waste Services ordinances. Failure to comply with Solid Waste Services Ordinances could result in a fine to the City. Any fine levied against the City for noncompliance will be paid by the City and that amount will be deducted from the monthly invoice.  Schedule 1: Saturdays – Contractor’s staff will wash empty trash bins and roll empty trash bins into the garage area from the curb by 9:30 a.m. Contractor shall have cleaning staff return to roll full trash bins curbside between 10:00 p.m. and midnight.  Schedule 2: Sundays - Contractor’s staff will wash empty trash bins and roll empty trash bins into the garage area from the curb by 9:30 a.m. Contractor shall have cleaning staff return to roll full trash bins curbside between 4:00 p.m. and 6:00 p.m. Special Events and Attractions – The City will host rentals, vendor displays, special events and attractions periodically to draw the public to the Public Assembly Destinations. The special event schedule will be published regularly and will include the event times and the Special Events cleaning crew report times. Special event pricing shall be calculated using the cleanable square footage of the rented space for each event. Special events shall be billed monthly and paid on a separate Purchase Order for each calendar month. Before each event, the Porter on duty will ensure the facility is ready to receive the event by performing the following tasks: 23 1. Service and Stock the public restrooms 2. Ensure the walkways and floors to and from the event areas are clean and dry 3. Remove all trash left in or around the event area. Focus on horizontal surfaces (e.g. Benches, Window Ledges, Window Sills, Hand Rails, Kiosk(s)). 4. Ensure the trash cans in and around the event area are emptied and a clean can liner is installed. 5. Ensure all janitorial equipment is removed from the event area and stored properly. Special event recovery shall start at the conclusion of the event. Janitorial staff should focus on the common areas first to allow Renters and Vendors an opportunity to clear their area before the janitorial staff cleans their space. Renters and Vendors are responsible for emptying full trash cans as needed during the event. The Contractor is responsible for trash within trash receptacles after each event. Any property that is damaged should be reported to the City’s representative immediately. Any items recovered after an event shall be turned over to the City’s representative, so they can be returned to their rightful owner. Inclement Weather: The Contractor is not responsible for the removal of snow from sidewalks, parking lots, or the passenger platform. The Contractor shall be responsible for removal of any salt, sand or chemical put down due to inclement weather immediately after the snow or ice has melted and there is no longer a threat of more snow, ice, or a safety hazard. 5.2.8 Holidays Observed The City closes most of its facilities in observance of thirteen holidays a year with the exception of the Central Communications Center (CCC) and Raleigh Union Station (RUS). Regularly scheduled non-emergency janitorial services will not be conducted at City facilities except CCC and RUS during the following holidays: 1. New Year’s Day 2. Martin Luther King Jr. Day 3. Good Friday 4. Memorial Day 5. Independence Day 6. Labor Day 7. Veterans’ Day 8. 2 X Thanksgiving 9. 3 X Christmas 10. One floater that will be published prior to the beginning of each calendar year. Performance Standards 5.3.1 Expectation The Contractor shall provide City facilities with quality cleaning to hospitality level. Hospitality level cleaning is defined as a cleaning standard that will produce unsolicited compliments from the City, tenants, or visitors, and one that will minimize cleaning 24 complaints from the City, tenants or visitors. The specifications attached to this contract do not limit the duties of the Contractor or Contractor's obligation to maintain the facilities at a hospitality level of cleanliness. No allowances will be granted to compensate for extra personnel required to adequately perform the work under this standard or under the specifications. Proof of performance and adherence to specifications shall be the responsibility of the awarded Contractor. Supporting documentation such as test results, technical data, or other pertinent information will be submitted by the Contractor to the City of Raleigh Designee at no cost to the City. The City shall be the sole judge as to the adequacy of supporting documentation. 5.3.2 Deficient Performance Department designee shall notify the Contractor(s) of performance issues and complaint(s) received from facility occupants in writing. The City reserves the right to deduct from the payments due or to become due to the Contractor for deficient performance. The number of such deductions will be based on the value and extent of the unsatisfactory work. A deduction calculation will be furnished to the Contractor prior to a deduction being made. All work determined by the departmental designee to be defective or deficient, in any of the requirements, shall be remedied by the Contractor at the Contractor’s expense. Remedied deficiencies do not relieve the Contractor from the deduction(s) that generated the deficient performance report. The inability of the Contractor to correct and eliminate reoccurring performance deficiencies may result in the City initiating a probation period (determined by the assigned contracted department) on the selected contracted vendor and may result in the Termination of this contract upon continuous neglected items. Failure of Contractor to appear on any scheduled workday without the advance approval of Department designee or to clean an entire facility or site may result in the use of the deduction table, probation, or termination for nonperformance. In the event the Contractor does not complete all of the required nightly, weekly or monthly services as scheduled and outlined in the specifications, the Contractor will be required to make corrections of all discrepancies within four (4) hours of notification of an occurrence of nonperformance for that location. For day porter sites, it is the City’s expectation that a full day’s service will be provided even if the regular day porter is unable to work. If the substitute cleaner is unable to provide full service, the appropriate deductions will be applied. Failure by the Contractor to respond to specific complaints as stated above, may result in the use of the deduction table. This includes not taking the proper steps in preventing continued occurrences of such complaints and creating a negative pattern of performances as well. * The City of Raleigh has the right to place the Contractor on probation for up to 6 months with the deduction schedule determined by the Department Designee. 25 Task Deduction Amount Unit 1 Suite, Perimeter or Janitorial Closet left unsecured to include doors and windows of a facility. $100.00 Per Door/ Per Occurrence 2 Misuse of the alarm system (if vendor is determined at fault) $100.00 Per Occurrence 3 SDS violation – Unlabeled container or no SDS Sheet on hand. $100.00 Per Occurrence 4 Restroom not cleaned/paper products not filled, fixtures and floors not cleaned. $100.00 Per Restrooms/ Day 5 Trash left in the building or not picked up if marked. (Push bins also) $100.00 Per Location/ Day 6 Stairwells not cleaned. (Mopped, swept, trash) $ 50.00 Per Stairwell/ Day 7 Restroom floors not stripped, or machine scrubbed per contract. (Written notice given) $ 50.00 Per Restrooms/ Occurrence 8 Absent Porter $ 25.00 Per Hour 9 Carpet not vacuumed $ 0.30 Per sq. ft. /day 10 Floors not stripped and waxed (written notice for floor work will be given) $ 0.30 Per sq. ft. /day 11 Floors not mopped $ 0.30 Per sq. ft. /day 12 Floors not buffed (as schedule suggest) $ 0.30 Per sq. ft. /day 13 Missed Cleaning $100.00 Per Occurrence *Deduction chart is subject to be used by department as an immediate deterrent for negative performance by the contractor. 5.3.3 Subcontracting Contractor(s) shall be responsible for services provided by any subcontractor as if Contractor were providing the services with its own organization. The City will not differentiate between the winning bidder, the bidder’s employees or subcontracted employees. No portion of the work covered by these specifications can be subcontracted or assigned without prior approval by the Engineering Services, Parks, Recreations and Cultural Resources, Raleigh Police, or Solid Waste Services Departments. Requests to subcontract all or any portion of services required by this contract will be submitted in writing to the appropriate department. 5.3.4 Amendments Amendments in the areas serviced and/or specifications may be necessary during the term of the awarded contract. The City reserves the right to add or delete services at any time with thirty (30) days written notice to Contractor(s). The proposal pricing, per square foot, and day porter services submitted by Contractor(s) for specifications herein, shall remain as quoted for the initial term of the contract of three (3) years, and, if applicable contract extensions. The parties may mutually agree to extend the time of performance for the Scope of Services by one year by written amendment to the contract. There shall be a maximum of two one-year extensions to the contract. Contractor shall be notified in writing of the City's intention to extend or not to 26 extend the contract term at least sixty (60) calendar days prior to the expiration of the Contract. The Contractor must communicate to The City of Raleigh for Federal Minimum Wage increases. Allowable increases based on Federal Minimum Wage increases shall be submitted immediately in writing at least sixty (60) days prior to contract renewal extension implementation. Sufficient documentation will be required by the Contractor to the City at this time. Contractor(s) Responsibility 5.4.1 Legal and Billing requirements The Contractor shall adhere to all currently applicable federal, state, and local laws, codes, ordinances, and requirements including, but not limited to, those promulgated by OSHA, EPA, the North Carolina Department of Labor, and the North Carolina Department of Health Services. Contractor billing shall be done on a timely basis. The successful Contractor shall submit monthly invoices for work completed in the previous month with the purchase order number clearly shown on the invoice to accounts payable. (AccountsPayable@raleighnc.gov) A monthly copy of the invoice shall also be submitted to the designated personnel for payment review. 5.4.2 Personnel The Contractor shall provide qualified persons in all areas of operations. Personnel employed by the Contractor shall be competent, trustworthy and properly trained for the work requirements. Contractor agrees that each of its employees, and any subcontractors and suppliers. All personnel furnished by Contractor will be deemed employees of Contractor and will not for any purpose be considered employees or agents of the City. Personnel shall not impersonate City officials at any time, results will be immediate termination and removal from City facilities. The Contractor and employees shall be required to comply with all applicable regulations of the City, as directed, and full cooperation shall be expected and required at all times. Contractor shall notify Department Designee in writing of all changes to contract personnel by submitting name and address of employee with an effective date of employment or termination. The Contractor shall not hire any current City employee or terminated City employee as part of this contract. Any subcontracted staff will be subject to all of the same personnel expectations as Contractor employees. 5.4.3 National Background Check and Sex Offender Registry The Contractor’s employees who will work in facilities owned, leased or operated by the City shall be required to have an initial national background check with annual renewal background checks performed throughout the duration of the contract. The Contractor will be responsible, at the cost of their company, to provide a background check on each 27 employee working under the awarded contract. The Contractor or any principal, officer or employee of the Contractor who has been convicted of any felony or any crime involving moral turpitude within the previous ten (10) years is prohibited from working on the premises. The Contractor or any principal, officer or employee of the Contractor who has been charged with a felony or any crime involving moral turpitude is prohibited from working on City premises until such time as the charges are dismissed. The City may limit or reject certain individuals if their presence is determined by the Department designee to be detrimental to the normal conduct of its business. Prior to commencing any work under this contract, the City requires that the Contractor and any principals, officers or employees who will work on City premises undergo a security check. The Contractor shall ensure this requirement is met and must pay for all costs associated with obtaining the check. In addition, before an employee who may have direct interaction with students or comes on City property under this contract as part of that person’s job, and annually beginning after the effective date of this contract, the Contractor shall conduct a check of each such employee on the State Sex Offender and Public Protection Registration Program and the State Sexually Violent Predator Registration Program (together, the “State Registration Programs”) as well as the National Sex Offender Registry (the “National Registry”). In such circumstance, the Contractor shall check the State Registration Programs by using the online database of the North Carolina Department of Justice found at http://sexoffender.ncsbi.gov/search.aspx; as such web address may be changed from time to time. The Contractor shall also check the National Registry by using the online database of the United States Department of Justice found at https://www.nsopw.gov/en/search/; as such web address may be changed from time to time. No employee who is found listed on either the State Registration Programs or the National Registry as a result of the above-referenced searches shall be employed under this contract. Furthermore, no employee shall be assigned to perform any activity under this contract as part of that person’s job on school property if prohibited from being on school property by N.C. Gen. Stat. § 14-208.18. The Contractor must submit information to Department designee for an employee proposed to provide services for the City. Failure to provide an employee who can successfully pass a background check, that is expected to perform janitorial services for the City, may result in a rejection of the proposal and if awarded the contract probable termination of the contract. 5.4.4 Health Contractor shall not allow any person(s) under the influence of alcohol or drugs on the premises or in the facility. Neither shall the Contractor allow the use or presence of alcohol, tobacco products, vapor/e-cigarettes or drugs on the premises or in the facility. The contractor is responsible for the safety of all its personnel and for assuring the continuing safety of the facility in connection with the services it provides hereunder. Contractor shall comply in all instances with all Federal, State and local laws, safety and health standards, rules and regulations, including but not limited to the Occupational http://sexoffender.ncsbi.gov/search.aspx https://www.nsopw.gov/en/search/ 28 Safety and Health Act, Contract Work Hours, Equal Employment Opportunity Act, Safety Standards Act, and any licensing, bonding and permit requirements in connection with its’ performance of the work. The contractor must have each employee trained/certified in Bloodborne Pathogen safety and ensure that they are provided with and utilize the appropriate Personal Protective Equipment (PPE). 5.4.5 Identification and Uniforms All personnel shall wear uniforms, furnished by the Contractor, at all times while on the City premises to ensure only authorized Contractor employees are in City facilities. The Contractor’s workforce shall be neat and clean in appearance and shall wear a uniform with the Contractor’s name and/or logo permanently affixed to it. Uniforms shall consist of collared shirt (cannot be sleeveless), and full-length pants that must be mutually agreed to by the Contractor and City. Closed-toe and fully covered heeled shoes shall be worn at all times. Employees shall wear an identification badge assigned by The City of Raleigh Department assigned with the employee’s picture, name and company name on the face of the badge as a contracted vendor employee. The badge must be worn above the waist, and in plain sight at all times while the employee is on City property. The Contractor’s employees are required to provide proper identification when requested by City or security personnel. Any employee that does not comply with this requirement may be required to leave City facilities and properties. 5.4.6 Conduct No person(s) shall be employed for this work who is found to be incompetent, disorderly, troublesome, under the influence of alcohol or drugs, fails or otherwise refuses to perform the work properly, or is otherwise objectionable. Any person found to be objectionable shall be discharged immediately and not reemployed for this work. 5.4.7 Employee List The Contractor shall keep a detailed list of all personnel working in City facilities. The data shall indicate personnel by facilities in which they are assigned to work, and must include full names, aliases, home addresses, home telephone numbers, copies of drivers’ licenses and social security cards. An employee list and the facility the employee is associated with shall be electronically submitted to the Department designee monthly. 5.4.8 Removal of Staff The City requires the Contractor to immediately remove any and all personnel from City property who have been identified by the departmental designee to be detrimental to the normal conduct of its business. Employees terminated by the Contractor shall be reported the same day to the Department designee unless it is after hours, in this case the next business morning shall be acceptable. 29 5.4.9 Backup Staff The Contractor shall provide sufficient backup staff to cover absenteeism or extend existing workforce hours to compensate for absent staff. The backup staff must adhere to the same national background check requirements as regular staff. The City reserves the right to request additional backup staff as deemed necessary. 5.4.10 Unauthorized Personnel Employees of the Contractor shall not be assisted nor accompanied by any individual that is not an employee of the Contractor while performing duties related to the contract. This includes friends, children and/or other relatives. Employees of the Contractor that violate this stipulation shall be deemed objectionable to the City and shall not be allowed to work in City facilities. 5.4.11 Prohibited Items Contractor’s employees shall be prohibited in the use or possession of the following items while working on City premises: guns, knives, other weapons, alcohol and/or controlled substances. Any employee violating this policy shall be removed immediately from City facilities and replaced with acceptable personnel. 5.4.12 Contractor’s Managers/Representatives It is essential that the Contractor provide adequate, experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this RFP. The awarded Contractor must agree to assign specific individuals to key positions. The Contractor agrees that once assigned to work under this contract, the Contractor’s Managers/Representatives shall not be removed or replaced without written notice to the City. If a departmental designee determines, for any reason, that a particular employee is unsatisfactory, then upon written notice from the City to the Contractor, shall remove said employee, subcontractor or supplier, and shall provide a qualified substitute. If Contractor’s Managers/Representatives are not available for work under this contract, once awarded, for a continuous period, exceeding thirty (30) calendar days, or are expected to devote substantially less effort to the work than initially anticipated, the Contractor shall immediately notify the City, and shall, subject to the concurrence of the City, replace such personnel with personnel of substantially equal ability and qualifications. The Contractor shall be responsible for, but not limited to, the following: 1. Adherence to schedules 2. Completion of daily checklist items at various facilities 3. Maintenance or replacement of cleaning equipment 30 4. Notifying City of any personnel changes 5. Training of new personnel 6. All cleaning supplies 7. Providing day porters (at specific locations) 8. Providing SDS information for all products used at each site, in a binder, indexed and labeled as “Janitorial SDS Information”. The binder must remain on site at all times, in an approved designated area, accessible to or contracted department designee. 9. Timely communication (response within 2 hours) of any inquiries made or issues reported by City staff. The Contractor shall designate in writing to Department designee the name of the persons assigned as the Contractor’s Managers/Representatives. Said persons shall have full authority to administer the terms of the awarded contract. The Contractor’s Managers / Representatives shall possess, at a minimum, two (2) years of cleaning supervisory experience, be fully and adequately trained and have full working knowledge of cleaning and supervision. He/she must have good record keeping skills with the ability to plan, review and oversee all aspects of the contract. The Contractor’s Managers/Representatives shall have the capability to receive complaints and use common office equipment and software programs to facilitate timely corrective action(s). Contract representatives shall be available seven (7) days per week, twenty-four (24) hours per day. An answering service or answering machine is NOT an acceptable substitute for the Contractor’s Managers/Representatives. The Contractor is responsible for any translation requirements between the English-speaking City staff and the Janitors preferred/native language. An inspections schedule will be provided by the City to the awarded Contractor prior to contract execution date to ensure that all services hereunder are properly performed. Contractor shall meet in conference with a departmental designee at a time to be agreed upon for administration of work, including a review of daily checklists, when requested. At a minimum, daily checklists for the previous one- month period shall be reviewed by a departmental designee and the Contractor’s Managers/Representatives at the first meeting of the following month. Contractor’s Managers/Representatives are expected to perform janitorial assignments in the event the assigned janitor(s) and backup janitor(s) are absent. However, The Contractor’s Managers/Representatives is not excused from his/her managerial duties and responsibilities while performing janitorial duties. Therefore, the Contractor’s Managers/Representatives should not be the primary back- up. 5.4.13 Supervisors The Contractor shall have competent working supervisors on the job at all times when janitorial services are being performed. Contractor shall be responsible for the supervision and direction of the services by its employees and shall provide supervisory personnel with at least two (2) years of cleaning supervisory experience. The Contractor's supervisors shall be fully and adequately trained and have a full working knowledge of 31 cleaning and supervision. Supervisors must have good recordkeeping skills and the ability to plan, review, and oversee all aspects of the contract. Supervisors shall be thoroughly familiar with the content of the RFP specifications and the intent of the complete agreement. The supervisor must be in the vicinity of the facilities associated with this contract and available while cleaning duties are performed to ensure that all services hereunder are properly performed by the Contractor. Supervisors are expected to perform janitorial assignments in the event the assigned janitor(s) and backup janitor(s) are absent. However, The Contract Supervisor is not relieved of his/her supervisory duties and responsibilities while performing janitorial duties. Therefore, the Contract Supervisor should not be the primary back-up. 5.4.14 Day Porters Porters will circulate through common areas focusing on: Completing worked missed by the night crews(s), cleaning and re-stocking restrooms, emptying trash and recycling containers in common areas, sweeping and/or mopping spills, spot vacuuming spills on carpet and floor mats, cleaning counters and tables in kitchens and break rooms, conducting pre-event cleaning and set-up and other necessary duties for compliance with the contract. Porter hours are specific to each site and will be addressed individually. Porters will be equipped with a Contractor provided cellular phone, so they can be contacted by the City’s contract managers. 5.4.15 City Materials and Personal Property of City Personnel The Contractor shall direct their employees against the unauthorized reading and disclosing of materials and documents available in the facilities of the City and against unauthorized use of City and City personnel’s personal property, such as: telephones, radios, copy machines, computers, terminals, fax machines, calculators, cameras etc., which may be in any of the City facilities. The Contractor shall be responsible to see that Contractor’s employees do not disturb papers on desks, tables, marker boards or cabinets, and do not open desk drawers or cabinets. Found items shall be turned in at the end of each shift to the Contractor’s supervisor who shall bring them to the City’s Department designee the next business day. Telephones shall not be used by the Contractor or its employees for personal or business reasons with the following exception(s): to report need of emergency medical aid, fire or need of law enforcement, (use 911) and notification to the City of Raleigh Police Department of damage as required in this contract. Any calls to numbers other than those above will be considered a violation of the awarded contract and grounds for immediate termination. 32 5.4.16 Care of Facilities Contractor's employees shall regularly observe the general condition of all buildings and report problem areas and nonemergency repairs to his/her supervisor. The supervisor will report these areas of concern to the department designee the next business day. Facilities issues, that if left unattended could cause more damage, will be reported to the Facilities and Operations Division afterhours on-call number (919)-816-5012. The Contractor shall be responsible for knowledge of and use of all fire alarms and fire prevention equipment such as fire extinguishers and pull stations. In case of emergency, Contractor’s employees must ensure their safety and evacuate the building, call 9-1-1 to report the fire and then notify the department designee. Janitor’s closets shall be kept clean, organized, odor free and secured at all times. Any damage caused by Contractor’s staff to items such as closets, door jambs, doors, furniture, baseboards, walls, etc. is the Contractor’s responsibility and shall be repaired and/or replaced at the Contractor’s expense. Supplies will be kept in their original packaging or in bottles with manufacturer provided labels identifying them. Door propping of any kind will not be allowed at any City of Raleigh facility. 5.4.17 Security Alarm System Contractor’s personnel shall not be allowed in City facilities outside of normal designated janitorial scheduled hours unless he/she is performing work for the Contractor. All Contractor personnel are required to provide proof of identity when requested to do so by City personnel. Keys shall not be left in the door locks. The Contractor shall be responsible for securing/locking the interior and exterior portions of the facilities. All workspaces shall be locked, and the lights turned off when cleaning in each area has been completed. Security lights (as directed) shall be turned on prior to leaving the facility. Electronic security system(s) (where installed) shall be properly disarmed and armed each time after-hours access is made. All exit doors are to remain locked while the Contractor is in the space. The Contractor is not to block open occupant or exterior doors for any reason. Contractor's personnel shall close and lock the door of each office/suite both during and at completion of the cleaning. It will be Contractor's Representatives, Managers, and Supervisors responsibility to check behind their employees to make sure the above requirements are being met. Failure to meet these requirements will result in a written notice of deduction. Where applicable, the Contractor shall be charged per call-out should the Contractor, while in the process of entering or leaving the facility, misuse the security alarm system. The Contractor’s personnel are to close and lock any exterior windows and shall immediately report to their supervisor and City personnel, problems dealing with unauthorized or suspicious persons; conditions indicating theft, break-in or vandalism; and building system failures. The Contractor’s employees shall report to emergency personnel situations involving: fire, smoke, unusual odors, broken pipes or floods, and take appropriate safety measures. 33 5.4.18 Keys The Contractor shall be issued building keys, where applicable, for the performance of services as specified herein. A lost or stolen key jeopardizes the security of City facilities, and the Contractor shall be solely responsible for all costs incurred by the City in re- keying the lock system. No keys shall leave the facility, be duplicated, shared or loaned out. A designed key exchange system will be identified at each location. When cleaning tenant areas, Contractor's floor worker will have access via a floor key. These keys, along with all other master keys carried by Contractor, its agents, or employees will remain in the Building at all times. Workers are not to use keys to open any offices for any other person or open the door while in the office to admit any person even if recognized as a tenant of the area. Failure to comply will result in the Contractor's dismissal of the employee. Keys will be secured in a key exchange system each night. Only designated employees will have an entry key. If keys are not returned to key exchange system nightly, Contractor may be penalized at any time. A departmental designee may direct the Contractor to surrender, on demand, all keys issued to Contractor for access to specific areas. At selective sites that don’t have lock boxes, the contractor will be assigned key responsibilities. Keys must remain secure at all times, while in the contractor’s possession. The Contractor is prohibited from using these keys for any purposes outside of this contract. 5.4.19 Damages The Contractor will be responsible for all damages to the facility or contents caused by the Contractor during the performance of their duties. The Contractor shall protect all furnishings. All damage shall be repaired or replaced, at the option of the City, at the Contractor’s expense within a reasonable time after notification of such damage. Repairs and/or replacements shall be equal to original in all aspects. The contractor must not use any unnecessary methods to try and repair damages caused to City property. No propping doors of any kind will be allowed. 5.4.20 Removal of Items The Contractor’s employees shall not remove any items from the job sites except that which has been specifically authorized in writing by the City. 5.4.21 Energy Conservation Contractor shall instruct all employees performing work within the facility to utilize methods which will maximize energy conservation. Light, power, water necessary for the performance of the work and storage space for small equipment and materials will be furnished by the City. In order to conserve power at night, Contractor's personnel shall only turn lights on while working in their designated areas of the Buildings and shall turn off any lights left on by tenant or Contractor upon completion of the cleaning. 34 5.4.22 Employee Training Program Contractor shall provide only personnel that have received full training for the performance of this work. Supervisors shall have training in supervision and technical training in janitorial services. Training shall be in the following areas: 1. Proper cleaning techniques required to perform to the standards noted in the specifications, and in accordance with the awarded contract; 2. Contract specification cleaning requirements when available: the use of Green Seal certified cleaning products and other methods (micro-fiber clothes, etc.) to reduce the use of chemicals. This is to limit the use of bleaches and acid-based projects due to potential exposure to children to in facilities. This training shall be performed at each facility. 3. The Contractor will provide a log of all cleaning chemicals SDS sheets to be located at each facility kept in a three (3) ring binder, indexed and clearly labeled Janitorial SDS. 4. All janitorial contract personnel in addition, will be needed to receive all proper safety training in all aspects of custodial/housekeeping operations from the janitorial company. 5.4.23 Safety Program The Contractor shall submit to the City, a written safety program. This program shall include at a minimum, detailed training procedures on the following: 1. Safe work habits, including usage of PPE 2. Safe use of cleaning chemicals (right-to-know) SDS Sheets 3. Safe use of cleaning equipment 4. Proper use of equipment, signs, barriers, or other devices, to protect the building occupants or equipment 5. Proper handling of hazardous materials and biological waste (blood-borne pathogens) 6. Recognizing hazardous or other materials, which are not allowed for use in this contract 7. Not allowing anyone entrance into the building for any reason. 5.4.24 Procedures 8. The Contractor shall provide floor care procedures using products that meet Worldwide Cleaning Industry Association standards. 9. All cleaning chemicals shall be stored in properly labeled containers at all times. Containers shall have tight-fitting lids and original packaging shall be used when possible. 10. Any added or replacement staff hired throughout the life of the awarded contract shall also complete safety training prior to beginning work in the City facilities. Documentation of training completion shall be kept by the Contractor and be available to the Department designee upon request. 35 *Contractor(s) will be responsible for supplying their own materials, equipment and personal protective equipment to be used for cleanup of City locations that may have areas soiled by, or contaminated with human bodily fluids such as blood, vomit, urine, feces, or saliva. 5.4.25 Tools and Equipment The Contractor shall furnish and maintain all equipment necessary for properly maintaining all City buildings. The City’s newer facilities are LEED Certified. These facilities are identified with a LEED Certification prominently displayed at the main entrance. In order to maintain the Certification, the Contractor will only use LEED approved, tools, equipment, and chemicals for that specific LEED facility. The Contractor shall provide an equipment inventory list, identifying all equipment by age and condition used to provide the services required by this RFP. Contractor will provide all necessary tools, equipment, supplies, of the following: carpet cleaners, stripper and waxes, soaps, cleaners, mops, brooms, buffers, ladders, hoses, HEPA vacuum cleaners with beater bar, trash liners, cleaning rags, and all other cleaning equipment. These items must be kept in good working order that meets all OSHA standards. The City reserves the right to inspect equipment to be used in performance of this awarded contract. Any equipment determined to be in poor condition must be replaced immediately, at the Contractor’s expense. Failure to provide suitable equipment for carrying out all the requirements of this contract may be grounds for termination. 5.4.26 Materials Supplies and Chemicals All equipment and cleaning material will be clearly marked and identified as Contractor's property. The contractor is not to use any equipment owned by the City. All cleaning supplies, materials, and tools used in the performance of this work shall be of good commercial quality, suitable for the purpose intended, and shall provide results necessary to provide the high standards of cleanliness required under this contract. All cleaning processes used shall meet high standards for safety, be effective for commercial applications including high traffic areas and shall not damage the facilities being cleaned. The City shall have the right to prohibit the use of any process, material, supply or tool which may damage City property, or which may be a risk to employees, the public, or others using City facilities. The Contractor will use only LEED approved supplies, equipment, and tools at LEED facilities in order to maintain the LEED Certification. The Contractor shall provide all chemicals, supplies, and equipment. All cleaning chemicals and other supplies used by the Contractor must be used in accordance with all federal, state, and local laws, comply with Safety Data Sheets (SDS) standards and be used in conjunction with necessary safety equipment including PPE. Safety Data Sheets (SDS) must be on-site and available for all chemicals stored and used within a service area on the first day the products is put in use. The contractor will provide portable 36 eyewash bottles in each janitorial closet and janitorial service cart. Low Volatile Organic Compound (VOC) chemicals shall be used when available to keep unwanted or chemical odors at a minimum. Recycled products are encouraged unless otherwise specified in the contract. It is recommended that materials and products used have the following environmentally friendly characters: 1. Low or neutral PH - floor cleaner 2. Non-acidic bowl cleaner Avoid using cleaners that have the following characteristics: 1. Flashpoint below 200F 2. Contain SARA 313 Title III chemicals 3. VOC above 5% 4. Contain chlorine, hypochlorite, or phosphates Janitorial closets located in City facilities shall be assigned to the Contractor for storing supplies. The closets used by Contractor shall be kept clean and free of debris and odor at all times. All supplies and equipment stored in any City janitorial closet shall be stored in a neat and